Submit/Review/Approve - Individual Days

The Reviewed and Approved options are used to confirm that the data on the Time Card for the selected employee has been reviewed and/or approved by the manager. Use of these options also locks the data for the day so that it will not be modified during a Time Card recalculation.

▪Select the Time Card menu.

▪Select the Hours menu.

The following screen will appear:

Time Card Status Icons:

These icons represent the different stages of approval.

Once the stage or step has been completed these icons will appear within the status column.

The lock icon means this cannot be changed unless the user has the security access to do so.

To approve/review an employee's time.

▪Select the correct row (date) by clicking on it to highlight.

▪Click the appropriate button as shown:

1: Submit

2: Reviewed

3: Approved

4: Kicked Back (if this is setup for your facility)

In our example, we have clicked on the Submit button.

The Submit icon now appears on the selected row.

Submit/Review/Approve - Multiple Days

You can also review and approve multiple dates at a time.

Select individual days

▪Click on the check box the left of the rows you are reviewing/approving.

To Select All days

▪Click on the check box the left of Date column.

Approving/reviewing Multiple Days Selected

▪Click on the Action List icon in the top left toolbar.

The following window will appear:

▪Select the desired function. Once the action has been selected the Application number will indicate the number this applies to.

▪Click Apply.

Submit/Review/Approve - Multiple Employees

You can also review and approve multiple employees at a time. This option can apply for single or multiple days.

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▪Click in the name window to open the Employee Filter.

You must also include your current employee when selecting multiple employees, or the system will skip this employee.

Below we have selected our current employee (highlighted in red) as well as two additional employees.

On the Time Card screen, we have clicked in the check boxes of the two days to submit.

Select the Action List icon.

▪Click in the Save Mode(s) down arrow.

▪Click on Selected Employees.

▪Click on the action. In this example SUB has been selected.

A pop-up will confirm that the action will apply to 3 employees.

▪Click Yes to continue or No to go and review the selections.

A summary of the action is provided. Here the three employees selected are listed and successfully completed.

The following three employees have been Submitted for the 10th and 11th.

Save Mode(s)

If the Save Mode(s) is set to Selected Employee(s), it looks to save the Time Cards for all employees selected in the Employee Filter.

The system will present the user with a pop-up window confirming the Save Mode(s) action.

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There are times when the status of a day needs to be changed. Based on your security access this can be done.

The example below displays each of the three different approval levels:

To undo any approval level, simply click on the applicable button again.

In the example below, we have reversed the approval of February 10th: Notice the green check mark is now no longer visible allowing the data to be modified once again.

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The audit trail provides you with an on-screen report of edits that have been made to the Time Card for the selected employee.

▪Select the Time Card menu.

▪Select the Hours menu.

To view the audit trail:

▪Select the date you wish to audit by clicking on it to highlight it.

▪Click on the Audit icon.

The audit trail for the Date 02/24/2021 window appears. To open the sections, click on the drop-down arrows.

Notice the Punch, Hours, and Attendance line entries. These entries will tell you who, what time, and what was changed.

▪Simply click on the arrow to reveal the activity.

▪Audits from other areas of the software can be found under the Reports menu / Admin Reports / Audit Report.

Trace

The Trace feature allows the user to follow how the hours were calculated per day of the selected pay cycle.

The Day Code calculations are shown step-by-step.

To access the Trace feature, click on the Options icon and select Trace.

This is an example of a day on the Time Card. There are 7.50 hours under Prem 2.

The Trace Report shows how the hours were calculated to get the total of 7.50 hours.

The time displayed in red is the time the Trace was run.

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